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Who: |
Data Analyst, Administrator |
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Why: |
See basic information about a report and set access permissions to the report for users in your workgroup or for specific roles.
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Before you begin
NOTE: What you can see and do within the Report portal is dependent on your role and permissions and which Invoiced Entities and Workgroups you belong to. Access to Properties and Permissions is only available to users with the Data Analyst role and only for reports they have created themselves. Access to Financial reports is only available to users with the Accounts role.
Procedure
1. Open the Reports Portal.
See topic Report Portal - Overview & Search for details.
To view the Report properties:
2. Right click on the Report about which you want information.
The Resource pop-up menu appears.
3. To view the report properties, click Properties on the menu.
The Resource Properties window opens. Information about the Report is displayed including Creation Date. User Access (A) shows the general rights to access the report.
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NOTE: If you created the report and are accessing it from your user folder in the repository, you will have ‘Modify, Delete, Administrate’ access and you will have the ability to change the Display Name and Description of the report. This access means you are able to modify the report design and delete the report from your folder. |
4. Click the OK or Cancel
The Resource Properties window closes.
To set permissions on a Report by role
Depending on your role, you may be able to set permissions on a Report as follows:
5. Right click on the Report that you want to change the permissions for.
The Resource pop-up menu appears.
6. Click Permissions on the menu.
The Assign Permissions by Role screen appears. The current Permission Level for each role on this particular report is listed.
By default, ROLE_USER has ‘Read Only’ access and most other LPG roles have “No Access”. This means that the report is not limited by role and that every user with Report Portal access will see the report. However, when they run the report, the report results are constrained by the user’s LPG workgroup(s) and role(s) so the report will only contain information that they are able to access within the LPG.
7. If you wish to limit access to a report to a particular role (or roles), you will need to grant permission to that role(s) and remove access from ROLE_USER. To do this, select the appropriate access level from the drop down list of permissions next to the role. Repeat this step for each role, as required.
8. When all changes to role permissions are finished, click the Apply
Changes to the Role Permissions are saved.
To set permissions for each User within your workgroup do the following:
9. Click By User.
The Assign Permissions by User screen appears. The current Permission Level of each User in your Workgroup on this particular report is listed. By default, each user has a permission level of “No Access” however they will still have access to the report if they belong to ROLE_USER and ROLE_USER has access.
10. If you wish to limit access to a report to a particular user (or group of users), you will need to grant permission to that user(s) and remove access from ROLE_USER. To do this, select the appropriate access level from the drop down list of permissions next to the role. Repeat this step for each User, as required.
11. When all changes to User permissions are finished, click the OK
Changes to the User Permissions are saved and the display returns to the Reports main screen.
Tips & Troubleshooting
Permission Levels
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No Access |
· Report is not visible |
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Administer |
· Report is visible · Set permissions on report or folder |
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Read Only |
· Report is visible · Report can be run · Properties can be viewed · Report(s) can be copied · Report can be scheduled |
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Read + Delete |
· Report is visible · Report can be run · Properties can be viewed · Report(s) can be copied · Report can be scheduled · Own Report(s) can be deleted |
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Read + Write + Delete |
· Report is visible · Report can be run · Properties can be viewed · Report(s) can be copied · Report can be scheduled · Report can be created in Design mode · Own Report can be modified in Design mode · Own Report(s) can be deleted · New subfolder can be created |
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